Office 365 Trial Guide

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					Microsoft Office
365 for
professionals and
small businesses
(Plan P1)


Product Guide

Published: June 2011
                       Microsoft Office 365 for professionals and small businesses | 1
Contents
           Introduction ..................................................................................... 2

           Why Office 365 for Your Organization ................................. 3

           Overview of Services Provided by Office 365 .................... 4


           Walkthrough 1: Sign Up and Get Started With Your
           Office 365 Account ....................................................................... 7

           Walkthrough 2: E-Mail, Calendar, and Contacts ............ 16

           Walkthrough 3: Storing and Sharing Documents With
           SharePoint Online Team Sites ............................................... 18

           Walkthrough 4: Exploring Office Web Apps and Using
           Team Sites With Microsoft Office ........................................ 28

           Walkthrough 5: Databases...................................................... 33

           Walkthrough 6: Public Websites .......................................... 35

           Walkthrough 7: Instant Messaging, Video Chat and
           Online Meetings.......................................................................... 38


           Help Resources ............................................................................ 46




                                                            Microsoft Office 365 for professionals and small businesses | 2
Introduction
This document is designed to introduce you to Microsoft Office 365 for professionals
                               1
and small businesses (Plan P1) . The high-level walkthroughs below will guide you
through how to sign up for an Office 365 subscription and how to begin using some
key features. This document is not intended to replace more detailed help content
available in Office 365 and on the Microsoft Office 365 Community website.

Office 365 for professionals and small businesses is a set of web-enabled tools that
lets you access your e-mail, important documents, contacts, and calendars from
virtually anywhere and on almost any device. Designed for organizations with one to
25 employees (with a technical limit of 50 users maximum), the service brings
together online versions of the best business-grade communications and
collaboration tools from Microsoft plus Microsoft Office Web Apps at a price that
small businesses can afford. Office 365 works seamlessly with the programs you
already know and use — Microsoft Outlook, Microsoft Word, Microsoft Excel, and
Microsoft PowerPoint. This is the much-anticipated cloud service that gives small
businesses the capabilities and efficiencies to grow and target more rapid success.

Powerful security features from Microsoft Corporation help protect your data, and it
will be backed with a 99.9 percent financially backed uptime guarantee. Office 365
was designed to be easy enough for small businesses to run without specialized IT
knowledge.


Why Office 365 for Your Organization
Virtually Anytime, Anywhere Access
Office 365 helps you access your e-mail, important documents, contacts, and calendar
on nearly any device from almost anywhere. It frees you to work where and when you
choose, allowing you to respond to important requests right away, no matter where
you are. Because you can use your mobile device to access e-mail and documents,
you won’t have to hurry back to the office (or look for a Wi-Fi hot spot if you are
using your computer). When traveling, you can access your e-mail and even edit
                                                      2
online documents from most popular Web browsers.

Easy to use
Office 365 is easy to try, simple to learn, and straightforward to use. It works
seamlessly with the programs you know and use most, including Outlook, Word,
Excel, OneNote and PowerPoint. With Office 365, you can choose which tools to use.




1
  Plan P1 refers to Microsoft Office 365 for professionals and small businesses.
References in this document to Office 365 describe Plan P1 unless otherwise noted.
2
  Access from mobile devices requires Wi-Fi capability or depends on carrier network
availability.


                                           Microsoft Office 365 for professionals and small businesses | 3
Improved Collaboration
With Office 365, you can create a password-protected portal to share large, hard-to-
email files both inside and outside your organization, giving you a single location to
find the very latest versions of files or documents, no matter how many people are
working on them.

Security and Reliability
Powerful security features from Microsoft help protect your data. Office 365 is backed
with a 99.9-percent uptime, financially backed guarantee. Office 365 helps safeguard
your data with enterprise-grade reliability, disaster recovery capabilities, data centers
in multiple locations, and a strict privacy policy. It also helps protect your email
environment with up-to-date antivirus and anti-spam solutions.



Overview of Services Provided by Office 365 for
professionals and small businesses
E-Mail, Calendar, and Contacts
Powered by Microsoft Exchange Online
Office 365 (Plan P1) provides you access to email, calendar, and contacts from virtually
anywhere at any time on desktops, laptops, and mobile devices—while helping to
protect against malicious software and spam.
        Easily manage your email with 25-gigabyte (GB) mailboxes and send emails
         up to 35 megabytes (MB) in size
        Work from almost anywhere with automatically updated email, calendar, and
         contacts across devices you use most, including PCs, Macintosh computers,
         iPhone, Android phones, Blackberry smartphones, Microsoft Windows
         Mobile®, and Windows® Phones
        Connect with Microsoft Outlook 2010 or Office Outlook 2007 and use all of
         the rich Outlook functionality you already know and use, whether you are
         connected to the Internet at home, or in the office, or you are working offline
        Access your email, calendar, and contacts from nearly any web browser while
         enjoying a rich, familiar Outlook experience with Outlook Web App
        Use your existing domain name to create professional email addresses
         powered by Exchange Online (for example, mark@contoso.com)
        Easily schedule meetings by sharing calendars and viewing them side by
         side, seeing your colleagues’ availability, and suggested meeting times from
         your calendar
        Help protect your organization from spam and viruses with Microsoft
         Forefront® Online Protection for Exchange, which includes multiple filters
         and virus-scanning engines




                                            Microsoft Office 365 for professionals and small businesses | 4
Team Sites and Public Websites
Powered by Microsoft SharePoint® Online
SharePoint Online helps you create sites to share documents and information with
colleagues and customers. It lets you:
       Work together effectively by sharing team documents and tracking project
        milestones to keep everyone in sync
       Keep your team’s important documents online so the latest versions are
        always at hand
       Provide all team members with online access to critical business information
        whenever and wherever they need it
       Easily protect critical business information by controlling who can access,
        read, and share documents and information
       Market your small business using a simple public-facing website with a
        custom domain name (for example, www.contoso.com)
       Publish, share and edit Access database applications on your Team Site

Office Web Apps
Hosted on Microsoft SharePoint Online
Office Web Apps are convenient online companions to Word, Excel, PowerPoint, and
OneNote® that offer you an easy way to access, view, and edit documents directly
from your web browser.
       Work with others simultaneously in Excel spreadsheets and in OneNote
        notebooks while seeing who is editing what parts of the document
       Access and view Office documents from your mobile device
       Ensure that viewers experience great fidelity between documents viewed
        with the Office Web Apps and those viewed in the desktop Office
        applications

Instant Messaging and Online Meetings
Powered by Microsoft Lync Online
Microsoft Lync™ Online helps you find and quickly connect with the right person from
within the Office applications you already use.
       Find and connect with colleagues and customers from virtually anywhere via
        rich presence, instant messaging (IM), audio/video calls, and online meetings
       Use the Presence indicator to see when coworkers and partners are online
        and available
       Make PC-to-PC audio and video calls with colleagues and customers
       Conduct rich online meetings—including audio, video, and web
        conferencing—with people both inside and outside your organization
       Share your desktop, online whiteboards, and presentations with colleagues
        and partners inside and outside of your organization
       Click-to-Communicate with other users of Office 365, Microsoft Windows
        Live™, and MSN® Messenger

                                          Microsoft Office 365 for professionals and small businesses | 5
Getting Help
Customers who purchase Microsoft Office 365 for professionals and small businesses
have the Microsoft Office 365 Community (www.community.office365.com) available
as the primary way to have technical and billing issues resolved. Telephone support
for any technical questions is not provided in the cost of the subscription.


The Microsoft Office 365 Community is a single destination for self-help support
information and community discussion. The Microsoft Office 365 Community has the
latest information to help customers find answers to a variety of technical, billing and
service questions via support forums, wikis, and blogs.


The Office 365 Community is a public website (www.community.office365.com) and is
available 24 hours a day, 7 days a week. The support forums are staffed and
moderated by Microsoft Support Agents. Anyone can view and read the support
forums, wikis, and blogs related to Microsoft Office 365.




                                            Microsoft Office 365 for professionals and small businesses | 6
Walkthrough 1: Sign Up and Get Started With Your Office 365
Account
Sign Up and Access Your Account
Sign up for your Microsoft Office 365 for professionals and small businesses (Plan P1) subscription by visiting
Office365.com. If you have more than 25 employees and/or have advanced IT needs, Office 365 also has a variety of
enterprise subscriptions to suit the needs of organizations of all sizes.


Office 365 gives you the option to sign up for a 30 day trial period or directly for a paid subscription. The trial is a free
period so you can experience Office 365 without having to purchase a subscription. The trial provides the full
functionality of Plan P, with the exception that it is limited to 10 users and customers cannot point their custom
domain to a trial account.


To begin, enter your country or region, language, name, organization name, e-mail address, and the name you want
for your new subdomain on the Office 365 service:




                                                                                        Microsoft Office 365 for professionals and small businesses | 7
Click on Check Availability to confirm that your preferred subdomain name is available. Office 365 also enables
customers to add a professional domain (such as cohovineyard.com) that they own. The professional domain can be
used with e-mail and Web addresses. You may consider this a temporary address.

Next, enter a name for your Microsoft Online Services ID and select a strong password:




You will be prompted to enter verification text from a picture depicting numbers and/or letters. Next, decide if you
want to receive offers from Microsoft and Microsoft partners and then click on I accept at the bottom of the page to
create your account.




After you successfully sign up, you will land in your new Office 365 account. You will also receive a welcome e-mail
that will tell you how to access your Office 365 account.




                                                                                     Microsoft Office 365 for professionals and small businesses | 8
Office 365 Recommended Downloads

        IMPORTANT: Read all three notes below before installing.

       1.   Microsoft Office Professional Plus (recommended optional paid subscription; if you are using this
                                                                                     3
            subscription, you must install this before the next two installations)
            Microsoft Office 365 (Plan P1) is designed to work seamlessly with Microsoft Office 2010 and 2007. For the
            best experience, we recommend installing Office Professional Plus, which is available for purchase through
            the admin portal. The admin portal can be accessed through the links at the top of your screen after you
            have logged into your account.
               It is not required to uninstall versions of Office before Office 2010, such as Office 2007 or 2003, before
                installing Office Professional Plus. Office 2010 will need to be uninstalled to use the Office Professional
                Plus full product
               Office Professional Plus (with the exception of Microsoft Outlook and Microsoft SharePoint Workspace)
                can co-exist with previous versions of Office by selecting that option from within the Customize menu.
                Microsoft Outlook and Microsoft SharePoint Workspace cannot co-exist with previous versions, so you
                will need to select one version of the program to have installed on your computer
               Before installing Office Professional Plus, please be sure you have the CD-ROMs/DVDs and
                product keys necessary should you later choose to reinstall your current version of Office
               Please note that some of the walkthroughs involve using Office applications with Office 365
               Please review Microsoft Office Professional Plus system requirements
               See additional information in our Frequently Asked Questions


       2.   Set up and configure your Office desktop apps
            For the best experience with Office 365, a set of required components and updates must be applied to each
            workstation. To simplify the installation and maintenance of these components and updates, Microsoft
            provides an installable piece of software — called Office desktop setup — at no charge. The software checks
            your PC for required updates and configures your Office desktop apps to work with Microsoft Office 365.
            After setup, you will be able to:
                     Send email from Outlook 2007 or 2010
                     Save files directly to SharePoint Online from your Office desktop apps

            See also: Troubleshoot installation issues for Services Connector


       3.   Microsoft Lync
            With Lync, you can exchange instant messages, initiate audio and video web conferences, and see presence
            information for your colleagues. You can also set up Lync to enable users to communicate with others
            outside your organization who use Office 365 or Windows Live Messenger.




3
    Microsoft Office Professional Plus is an optional paid subscription priced at $10 per user per month.



                                                                                         Microsoft Office 365 for professionals and small businesses | 9
Getting Started With the Office 365

Explore the Admin and Home pages
The Office 365 Admin page will help you navigate many of the important administrative functions of the service. The
Home page, available to both admin and non-admin users, will help you navigate many of the services included in
Office 365. Please familiarize yourself with these pages because they are the starting point for completing many
common tasks in the service.

         Log on to the Office 365 service, and click on the Admin and Home links at the top of your screen:




Note: If the Outlook and Team Site links are dimmed as shown above, these features are still being configured.
Check back or reload the page in a few minutes. For a complete list of known issues, please view the Release Notes
for Office 365 for professionals and small businesses (English).

Verify That You Have Access to Your E-Mail, Team Site, and Microsoft Lync

E-mail
Access your new Microsoft Office 365 e-mail inbox in your browser through the Microsoft Outlook Web App, a Web-
based version of Microsoft Office Outlook. In Walkthrough 2 (below), you will learn how to access your Office 365
e-mail through your Outlook desktop application. All users will have a free non-custom e-mail address (e.g.,
joe@contoso.onmicrosoft.com). Customers will have the option to use their existing domain name to create
professional e-mail addresses (e.g., joe@contoso.com).

    1.   Click on Inbox on the Home page:




    2.   You will be prompted to select your language, time zone, and whether you want to use accessibility features.




    3.   Make your selections, and click on OK to access your Inbox.




                                                                                   Microsoft Office 365 for professionals and small businesses | 10
Team site
The Office 365 Microsoft SharePoint Online-based team site makes collaboration easier with a password-protected
portal to share large files both inside and outside your organization. Please verify that you can access your team site
from within the Web browser.

         Click on Team Site on the Home page.




Note: If the Team Site link is dimmed, this feature is still being configured. Check back or reload the page in a few
minutes.

Microsoft Lync
With Lync, users can send and receive instant messages, conduct PC-to-PC audio and video calls, conduct online
meetings with up to 50 participants, and view presence information for their colleagues.

         Launch the Microsoft Lync 2010 desktop application, and sign in to the service. Please note: If you have not
         installed Lync, please follow the instructions in Office 365 Recommended Downloads above.




Add a new user to your account
Create a new user on your account. Save the information for the new user, making a note of the ID and password
assigned to the user. We recommend that you set up a new user as a test, but you should also feel free to create new
                                                                               4
users for colleagues in your organization who would like to test Office 365.

    1.   On your Admin page, click on Users under Management on the left side of your screen.




4
 During a free trial period, you can have up to 10 users at no additional charge. Adding users to a paid subscription
will cost $6 per user per month.


                                                                                      Microsoft Office 365 for professionals and small businesses | 11
2.   Now click on the New button and select User.




3.   Next enter the name, display name, and user name for the account you're creating.




                                                                              Microsoft Office 365 for professionals and small businesses | 12
4.   Optionally, you can add any of these Additional properties by clicking on the blue arrow to expand the
     entry fields list.




5.   When you are done, click on Next to review Settings.




6.   Leave Assign permissions set to No unless you want to grant this user administrator privileges. At
     minimum, you need to select a user location here and then click on Next to review Licenses.

7.   To provide the new user with access to e-mail, SharePoint and Lync, you must check the box next to
     Microsoft Office 365 Plan P1 to assign licenses. Here you can also provide users with access to Microsoft
     Office Professional Plus if you have purchased a subscription. Click on Next to assign a password.




                                                                               Microsoft Office 365 for professionals and small businesses | 13
    8.   Here you can enter up to five e-mail addresses to send the new user's temporary password. By default, your
         e-mail address is prepopulated so that you will receive a copy to provide to the user. Add any additional e-
         mail addresses separated by semicolons (up to five recipients), make sure the Send e-mail box is checked,
         and click on Create. This will open a summary page confirming that the account was created and showing
         you the temporary password.




         Note: If you have a number of users to add, you can use the Bulk add users option. This will prompt you to
         download and populate a comma-separated values text file containing all your user data that you then
         upload and configure.




Edit the new user’s settings, and reset the user’s password
Make edits to the user that you created in the previous task. Assign administrator permissions to the user, and add an
office phone number to the user’s properties. Also, try resetting the user’s password. Be sure to make a note of the
new password.
    1.   On the Admin page, click on Users under Management on the left side of your screen. Locate the user that
         you want to manage.




                                                                                    Microsoft Office 365 for professionals and small businesses | 14
2.   Click on the user's name to make changes to properties, licenses and other settings. To make the user an
     administrator, go to the Settings section, click on the Yes radio button under Assign permissions and
     confirm the e-mail address for service notifications.




                                                                               Microsoft Office 365 for professionals and small businesses | 15
    3.   To add details such as an office phone number, click on Properties.




    4.   When you're done making changes, click on the Save button at the bottom of the page.




Walkthrough 2: E-Mail, Calendar, and Contacts
Connect Your Office 365 E-Mail to Your Outlook Desktop Application
Microsoft designed Office 365 to work with the functionality of your desktop version of Outlook e-mail, calendar, and
contacts. You can set up your Office 365 e-mail to be accessed through your Microsoft Outlook 2007 SP2 or 2010
desktop application or through Microsoft Outlook 2011 for Mac, or Microsoft Entourage 2008 for Mac, Enhanced
Web Services edition [need to verify these product names].


    1.   In Outlook 2010, open the File tab and click on the Add Account button.




    2.   This opens the Add New Account dialog box.




                                                                                   Microsoft Office 365 for professionals and small businesses | 16
       3.   Enter your e-mail address and password, and click on Next. When the account is done auto-configuring,
            click on Finish.

Set Up and Access E-Mail, Calendar and Contacts on a Mobile Device
Office 365 gives you anywhere access to your e-mail, important documents, contacts, and calendar on nearly any
                                               5
device — including iPhone, Android, BlackBerry , and Windows Mobile phones. Office 365 also automatically updates
                                                            6
your e-mail, calendar, and contacts across supported devices . For assistance, read the help article Use email on your
mobile phone.

Access and Send E-Mail Through Outlook and Outlook Web App
Microsoft Outlook Web App is a Web-based version of Outlook that provides the familiar, rich functionality and
experience you are accustomed to from the desktop version of Microsoft Outlook. If you are limited by low
bandwidth, Outlook Web App is optimized so it minimizes data and bandwidth use. Cross-browser support for Safari,
Firefox, Chrome and Internet Explorer ensures that wherever you are connected to the Internet — at home, at the
office or on the road — you can access your e-mail once you’ve followed the steps above to add your account.

            Log in to Office 365 and click on Outlook at the top of the screen to access Outlook Web App or launch
            your Outlook desktop application.




5
  Users of Blackberry Internet Service get push e-mail and can add calendar and contacts to their Blackberry device through a wired
sync with Outlook on the PC
6
    Access from mobile devices depends on carrier network availability.



                                                                                             Microsoft Office 365 for professionals and small businesses | 17
Share Calendars Through Outlook or Outlook Web App and Send a Meeting Request
Sharing calendars with colleagues makes scheduling easier with the ability to see colleagues’ availability from your
Outlook calendar. When you set up a meeting request in Outlook or Outlook Web App, you can use the calendar to
see your schedule and to find times that your colleagues are available as well. You can choose to share only whether
you are available or not, or the details of your calendar appointments. You can send a meeting request to anyone,
including those outside of your organization, but you won't see that person’s free/busy information unless he or she
is using Microsoft Exchange and has shared their calendar with you.

         In Outlook or Outlook Web App, create a new meeting request. You will be able to view the calendars of any
         users that you have created in Office 365 by adding them to the meeting request and clicking on
         Scheduling Assistant.




Walkthrough 3: Storing and Sharing Documents With SharePoint
Online Team Sites
Explore the Navigation of Your Team Site
Office 365 makes it easy for you to share documents with colleagues, customers and partners both inside and outside
your organization through SharePoint Online. The team site page will help you navigate many of the important
benefits and capabilities of SharePoint Online. Please familiarize yourself with the navigation “ribbon” at the top of
your screen. The buttons you use to perform the most common team site actions are found here.


         Log in to Office 365 and click on Team Site. Explore the navigation ribbon at the top of your screen. Click on
         the Page tab to open editing tools.




                                                                                    Microsoft Office 365 for professionals and small businesses | 18
The buttons you use to perform the most common action are found here. Try making the following basic changes to
your team site:


Change the Color and Size of the Text
Click on the Edit button or icon on your navigation ribbon to open the Editing Tools.




Select the text you want to change and then click on the Font Size selector on the ribbon.




To change the color, select your text and click on the Font Color selector.




                                                                                   Microsoft Office 365 for professionals and small businesses | 19
Add an Image to the Page
   1.   While still in Edit mode, click in the body of the page where you want to add the image. Click on the Insert
        tab and then on the Picture button.




   2.   Select the source of the picture you want to add — for example, From Computer — to open a dialog box
        that lets you browse or paste the address of the image file.




Add a Table to Your Page
   1.   This is similar to adding a picture. While in Edit mode, click in the body of the page where you want to add
        the table. Click on the Insert tab and then on the Table button.




                                                                                   Microsoft Office 365 for professionals and small businesses | 20
    2.   Now select the dimensions you want from the drop-down menu and click to insert it.
         When you're done making changes to your team site page, click on the Save icon or go to the Format Text
         tab and click on Save & Close. If you do NOT want to keep your changes, click on the Check Out button and
         select Discard Check Out:




Upload a Document to Your Team Site
A team site gives your organization a single, password-protected location to find the very latest file or document
version. Once you upload a document to a team site, you can access it from your Web browser, Microsoft Office
desktop applications, and supported mobile device.
    1.   On your Team Site, click on Site Actions and select New Document Library.




    2.   Give your library a Name and optionally add a Description and adjust any settings.




                                                                                     Microsoft Office 365 for professionals and small businesses | 21
3.   Click on Create and then on Add document when your library appears.




4.   Add any file from your desktop and then click on OK.




                                                                           Microsoft Office 365 for professionals and small businesses | 22
Share Your Team Site Outside Your Organization
As an administrator, you can grant access to users both inside and outside your organization to view and make
changes to documents and data. By default, users within your organization will be granted access to your team site.
Note that users outside your organization will be granted access to all the sites within your team site.

    1.   In your team site, click on Site Actions in the top left corner of your screen then click on Share Site.




    2.   Type the nonemployee e-mail address in the group you want to add it to, and click on Share.




                                                                                      Microsoft Office 365 for professionals and small businesses | 23
    3.   Visitors that you invite with non-Office 365 e-mail accounts (e.g., Yahoo, Gmail or another domain) will be
         asked to create a Windows Live Hotmail account or a Microsoft Online Services ID.




    4.   Verify that the external user can access the team site. Then send a link to the document you uploaded in the
         task above and start collaborating.



Remove a User from a Team Site
It is a recommended best practice that you remove external users from team sites once you no longer need to share
information with them.
    1.   Click on Site Actions and then on Site Settings.




                                                                                    Microsoft Office 365 for professionals and small businesses | 24
    2.   Click on Site permissions under Users and Permissions.




    3.   Find the user you want to remove, click on the checkbox next to the name, click on Actions and select
         Remove Users from Group.




Create a List Then Create a New View of This List
You can create a list on your team site to store, share, and manage team information. For example, you can create a
task list to track work assignments or track team events on a calendar. Try creating a basic task list on your team site.

    1.   On your Team Site, click on the Site Actions menu and then click on More Options.




                                                                                       Microsoft Office 365 for professionals and small businesses | 25
2.   Click on List in the left navigation, and choose the type of list you want to create and give it a title. Then click
     on Create.




3.   You can now add list items, configure different views on this list, set up alerts, subscribe via RSS, and take the
     content offline with Office.




                                                                                    Microsoft Office 365 for professionals and small businesses | 26
Create a New Team Site
You can create a new team site for a specific team or project. There are several types of site templates to give you a
head start on creating a new site.

    1.   On your Team Site, click on the Site Actions menu and then click on New Site.




    2.   Choose the Express Site for a basic Team Site, or click on the Browse All tab for a variety of site choices
         including Document Workspace, Meeting Workspace, Blog and more.




    3.   Make your choice, enter a title and URL name, and click on Create.




                                                                                     Microsoft Office 365 for professionals and small businesses | 27
View Your Team Sites on Your Mobile Device
You can view your SharePoint Online team sites from your mobile device browser. SharePoint Online supports mobile
access to SharePoint pages and list data. Users of mobile devices navigate to the same URLs as do users of desktop
browsers. The mobile device is automatically redirected to a version of the page that is optimized for mobile devices.

         You can access a mobile page of an Office 365 site through an ordinary Web browser, such as Internet
         Explorer, by appending “?Mobile=1” to the end of the URL of the page.




Walkthrough 4: Exploring Office Web Apps and Using Team Sites
With Microsoft Office
Edit a Document on Your Team Site Using Office Web Apps
With Office 365, you can view and edit Microsoft Word, Excel, PowerPoint, and OneNote documents directly from
your Web browser using Office Web Apps. Office 365 is the only set of Web-enabled tools designed to be fully
compatible with Microsoft Outlook, Word, PowerPoint, and Excel. Open one of the Office documents that you
uploaded to your team site in high fidelity, and update it with Office Web Apps.

    1.   Go to your team site documents, and click on one of the Office documents you uploaded to open it, or
         hover over the title and select View in browser or Edit in browser from the drop-down menu.




                                                                                    Microsoft Office 365 for professionals and small businesses | 28
If you click on the document in SharePoint, the default behavior will open the document in reading view. You will
notice that the document looks exactly as intended. When you switch to Editing view, the document might change.
However, the content is not altered. The design goal for the Web Apps was to provide you with consistent, high
fidelity experiences. Documents maintain integrity of content, features, and formatting, no matter which Office
application they were created in or shared with (desktop, web, or mobile). They may look slightly dissimilar in different
experiences because of diverse feature sets, but the information and structure are maintained.

    2.   Make some edits, and note that the file is being auto-saved as you work.

Simultaneously Edit a Document with a Colleague (Co-Author) Using Office Web Apps
Office Web Apps allow you and your team to simultaneously edit the same spreadsheet or OneNote notebook from
your individual locations. For example, you can work on one section in an Excel spreadsheet while a colleague works
on another section in the same file at the same time.

    1.   If you haven’t already, add a colleague as an Office 365 user using the steps outlined in Walkthrough 1
         above

    2.   Add an Excel spreadsheet or a OneNote notebook to your team site, then try to edit the file at the same time
         as your colleague. Note that as you work, you can see your colleague’s name within the document and the
         area the colleague is working on.

Add a Shortcut to a SharePoint Library in Microsoft Office
You can open, edit, and save documents that are stored in your SharePoint Online team site’s document library
directly from your Microsoft Office desktop applications by creating a shortcut to a SharePoint library in Microsoft
Office.

    1.   In your team site, click on Documents. If you don't have a Documents Library, follow the steps in
         Walkthrough 3 to create one.




    2.   At the top of your screen, click on Library under Library Tools.




                                                                                     Microsoft Office 365 for professionals and small businesses | 29
Microsoft Office 365 for professionals and small businesses | 30
    3.   Click on Connect to Office in the ribbon at the top of your screen.




Access Team Site Documents Offline Using Microsoft SharePoint Workspace 2010
Microsoft SharePoint Workspace 2010 is available in Office Professional Plus. Workspace 2010 allows you to work with
your SharePoint team sites, document libraries, and lists when you’re offline by creating a synchronized copy of your
team site on your computer. Synchronization of changes between your computer and the SharePoint server are
handled smoothly and efficiently — only transferring the changes that you’ve made, not the entire document each
time.

    1.   In your team site, click on Site Actions and then click on Sync to SharePoint Workspace.




                                                                                   Microsoft Office 365 for professionals and small businesses | 31
2.   If SharePoint Workspace 2010 does not open, you may need to run and configure it. Open your Windows
     Search box and type “SharePoint” to locate it. Once it's set up, try again.




3.   Once the site is initially synchronized on your desktop, try adding new documents or list items from within
     SharePoint Workspace 2010, and note how they automatically synchronize back to the team site.




                                                                                Microsoft Office 365 for professionals and small businesses | 32
Walkthrough 5: Databases
Publish a Microsoft Access Desktop File as a SharePoint Online, Web-Based Database (List)
Access 2010 is a database application included in Office Professional Plus. You can use Office 365 to publish Access
databases to your SharePoint Online environment, allowing you to more securely share your data with others, view
and edit your database directly from your Web browser, and create database applications that don't require Access
on the desktop to use.

    1.   Start Access 2010, click on the File tab and open a database such as the sample Wine Inventory Database.




    2.   Go back to the File tab, and click on Save & Publish on the left navigation and then select Publish to
         Access Services.




                                                                                    Microsoft Office 365 for professionals and small businesses | 33
3.   Enter the URL path to your team site. Be sure to omit any filenames and unnecessary paths
     For example, http://cohovineyard.onmicrosoft.com/TeamSite/SitePages/Home.aspx would be shortened to
     http://cohovineyard.onmicrosoft.com/TeamSite.




4.   Click on the Publish to Access Services button. Once complete, the SharePoint Online database becomes
     the primary source of data and the desktop copy remains in sync but is no longer primary (it’s secondary).
     Visit your team site, and click on and select View All Site Content.




                                                                               Microsoft Office 365 for professionals and small businesses | 34
    5.   Scroll down to Sites and Workspaces, and click on the name of your database to open it.




    6.   Click on Options at the top to Share Site and adjust Site Permissions and Settings.




         Once granted access, users can view, edit, and search the database from anywhere.




Walkthrough 6: Public Websites
Design a Basic Public Website Using the SharePoint Online Site Designer Tool
Microsoft SharePoint Online comes with two types of sites — team sites and public sites. The public site is a
lightweight, public-facing website that provides your customers with your company information, such as your
products, services, and contact information. With Office 365 for small businesses and professionals, you get a public-
facing site that can be easily designed and customized to create and manage a professional-looking public Web
presence.

    1.   In SharePoint Online, click on the Website tab located on the top left corner of your screen (NOT the View
         Website link).




                                                                                    Microsoft Office 365 for professionals and small businesses | 35
2.   Click on Home to launch the Site Designer tool.




3.   Click on the Design tab to begin designing your public website’s home page.




                                                                             Microsoft Office 365 for professionals and small businesses | 36
4.   Use the ribbon to change the Style and Theme of your website.




5.   Click on Text to customize your header. Make other changes/additions to your website.




                                                                             Microsoft Office 365 for professionals and small businesses | 37
    6.   Click on File and Save & Publish to record your changes.




    7.   View what your site will look like to the public by going to the Home tab and then clicking on View.




Walkthrough 7: Instant Messaging, Video Chat and Online
Meetings
Sign In to the Microsoft Lync Client
Microsoft Lync Online is a next-generation online communications service that connects people in new ways, anytime
from virtually anywhere. Lync Online provides rich and intuitive communications capabilities including presence,
instant messaging, audio-video calling, and a rich online meeting experience that supports audio-, video-, and
webconferencing.

    1.   Launch Lync 2010, which you downloaded in Walkthrough 1. Enter your credentials and then click on Sign
         In.




                                                                                   Microsoft Office 365 for professionals and small businesses | 38
You may be prompted to install additional software to sign in to Office 365. This additional piece of software
is the Office desktop setup described in Walkthrough 1. If prompted, install it then click on Sign In again.




                                                                           Microsoft Office 365 for professionals and small businesses | 39
2.   Set your presence so that your colleagues know you’re available.




3.   Click on the default photo to add a custom photo and personalize your contact information.




                                                                              Microsoft Office 365 for professionals and small businesses | 40
Locate and Organize Your Contacts
You can search for contacts by title, team, or other keyword as well as name. You can organize them in handy groups
and display them in a variety of ways, including their current status (such as “online” or “away”) or their relationship to
you (such as “colleagues” or “friends and family”).

    1.   Use the Find a contact search box to locate a person in your organization that you’d like to add to your
         Contact List.




    2.   Click on the Plus Sign next to that person's contact to add him or her to a group.




    3.   Then add the contact to a group that corresponds to how you work.




                                                                                       Microsoft Office 365 for professionals and small businesses | 41
Send an Instant Message to One Contact and Then Add More People to the Conversation
Once you’ve located a contact and seen that he or she is available, it’s simple to instant message that person then
add additional people to the conversation as needed.

    1.   Double-click on a contact to start an instant message session.




    2.   Drag another contact from your company to add to the conversation. Note: You can only communicate one-
         on-one with Windows Live Messenger contacts. You will not be able to drag other Windows Live Messenger
         contacts into an existing instant messaging conversation.

Initiate an Instant Messaging Conversation From SharePoint Online, Office Web Apps, or Office
Your Contact List — as well as Lync features such as the presence indicator, instant messaging, and screen sharing —
are now directly accessible from Outlook, Word, PowerPoint, Excel, and SharePoint Online team sites. This enables you
to see the presence of those you are working with and quickly start collaborating with them without having to change
applications.

    1.   When viewing e-mail messages (including in the Preview pane), you’ll see presence for contacts in the From,
         To and CC fields. Pointing to or right-clicking on the contact displays the contact card and available
         commands.

    2.   Try sharing your desktop or starting a video call or online meeting




                                                                                    Microsoft Office 365 for professionals and small businesses | 42
    3.   Use the Meet Now command to start an unscheduled meeting




Schedule an Online Meeting
Microsoft Lync Online makes it easy for users to create, moderate and join conferences with internal and external
users. A rich user experience and a unified interface make it easy for workers to collaborate frequently and effectively,
even when time or distance prevents in-person meetings. With Lync Online, it’s easier to schedule an online meeting
and invite additional people once the meeting has started. Participants now have a “lobby” in which to wait until the
meeting organizer arrives, and the organizer has new ways to ensure a smooth and productive meeting. You’ll be able
to collaborate on a file or whiteboard, share a view of your desktop, deliver a PowerPoint presentation, and much
more.

Further, there are two new meeting applications so that your out-of-organization contacts can fully participate in your
online meetings: Lync Web App and Lync Attendee. Use the Online Meeting Add-in for Microsoft Outlook (which was
installed with Lync 2010) to set up a meeting with colleagues in different locations and organizations.

    1.   In Outlook 2010, click on the Home tab, click on New Items, then click on Online Meeting.




                                                                                      Microsoft Office 365 for professionals and small businesses | 43
       2.   If you already have an Outlook appointment or meeting request open, you can make it an online meeting by
            clicking on the Online Meeting button.




Conduct a Meeting
As the meeting leader, you can control who enters the meeting and who has permission to share content. The
meeting conversation window is designed to help you lead presentations and keep the meeting on course.
Note: Meeting participants inside and outside your organization will have access to audio and video during the
                                                                                                                   7
meeting through their PCs. Dial-in conferencing requires a separate agreement with an audio-conferencing provider.

In the Outlook invitation, click on Join online meeting or the meeting link. You can also join a meeting by clicking on
the Join Online button in the Outlook pop-up Meeting Reminder.




7
    Visit the Microsoft Office 365 Marketplace at http://office365.pinpoint.microsoft.com to search for a provider.



                                                                                       Microsoft Office 365 for professionals and small businesses | 44
Microsoft Office 365 for professionals and small businesses | 45
Help Resources

Office 365 Quick Start Guide   Get started with mail, contacts, calendar, instant messaging, and
                               document sharing




Introduction for Office 365    Get started with service administration and user management tasks
Administrators



Office 365 Community           The Microsoft Office 365 Community (monitored by members of the
                               Office 365 Support team) is a single destination for self-help support
                               information and community discussion. The Microsoft Office 365
                               Community has the latest information to help customers find answers to
                               a variety of technical, billing and service questions via support forums,
                               wikis, and blogs.




Office 365 Help                Help and how-to information for Office 365




                                                                                  Microsoft Office 365 for professionals and small businesses | 46

				
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